Ancestral Sources Tutorial ~ Working With Options ~ (2) Census Settings

Introduction

Newcomers in particular are recommended to work with the default installation settings, until sufficient experience is gained to make an informed choice. Exceptions to this recommendation are marked with a question mark :?: and extra advice is given in this tutorial to help make a choice.

Remember to use Help to obtain extra advice, and hover the mouse over buttons and boxes to obtain a brief Tooltip.

Many of these settings are important, but especially the choice between Method 1 for 'source splitters' and Method 2 for 'source lumpers' :!: :?:

Census Settings

Use Tools > Options to open the Options window and ensure Census settings is selected.

Tools > Options > Census settings

Census Recording Method

:!: :?: Important Choices

Method 1 creates a separate Source Record for each household Census return, with the Text From Source field containing its transcript, plus Multimedia links to any Census Form images, and optionally a Repository link to identify where the original is lodged. Then every Fact gleaned from this source cites the Source Record. So every Census, Birth, Occupation, Residence, and new Name for each person in the Census is linked to the one source via a Citation that often contains little information apart from an Entry Date and Assessment. This method will result in many sources, but each transcript and associated notes and images are all recorded in one place, which makes corrections and updates easy to perform.

Method 2 usually has one Source Record for an entire Census year such as “Census UK 1851”, and every Fact gleaned from this Census year cites the Source Record. So every Census, Birth, Occupation, Residence, and new Name for each person in that Census year is linked to the same source via a Citation with an Entry Date and Assessment. The Citation may use its Text From Source field to hold a household Census transcript, but this results in duplicate copies of the same data for all the Facts gleaned from that household Census. Alternatively, the transcript may be placed in a linked Note record, which avoids the duplication. Multimedia links to any Census Form images may be attached either to each Citation or each Fact. This method will result in very few Source Records and is a better choice if transcriptions and image links are not usually required.

Column Suggestions

When you Populate the Census Grid on the main screen, there are several columns where Ancestral Sources can automatically enter an existing value derived from your GEDCOM data. For example, if a person has a Birth Event then the Date field can be used to calculate their Age.

The tick options in this section let you to choose the columns for which these suggested values may be entered. If necessary you may manually change these values to match the actual Census data.

When Saving Census Entries

It is all too easy to forget to complete all the details before you Save to Family Historian and these options let you choose which warnings you prefer.

There is also an Offer to retain settings option that allows data entered to be carried forward to a subsequent entry.

Birth Facts

When you Save to Family Historian, then Ancestral Sources can offer Birth Event suggestions where better Place or Date details are available from the Census.

These suggestions are enabled by ticking the Offer to create birth facts… option, and can be further enabled …even if existing birth includes place and date.

In the UK 1841 Census ages over 15 were usually rounded down to the nearest multiple of 5, so between dates is a better suggestion for the Birth Date in such cases, and this option can be enabled here.

Occupation Facts

Ancestral Sources automatically creates an Occupation Fact for each person with an entry in the Occupation column of the Census.

The Address field is never filled in, because the Census address is unlikely to also be the work-place address, but the work-place is probably nearby, so the Record census place in occupation option allows the Census Place to be recorded as the Occupation Place too.

There is also the option to Record individual age in occupation, although this is not usually considered relevant to the Occupation Fact.

Children often have Scholar entered on the Census as their occupation, and the Record scholar as occupation option allows an Occupation Fact to be created in this case.

Sources

:?: Choices

The Source Type option allows the specified text, such as Census, to be entered in the Type field of the Source Record. If this field is altered, it is easy in Family Historian to use Tools > Work with Data > Source Types > Replace with and change all existing Source Records to match.

The Citation has an Assessment field with values such as Primary evidence and Secondary evidence, which can be automatically entered by selecting the Citation Certainty option. It is popular to tick this option and choose Primary evidence to indicate the official first-hand nature of a national Census.

The Citation also has an Entry Date field, and the Use Citation Entry Date option allows the Census Date to be automatically entered. It also allows Today’s Date to be entered, but is not the intended use in the GEDCOM standard.

Sometimes the start of the Census reference is known. For example, the UK 1851 Census always starts its reference with HO107. The Automatically start census reference option allows this value to be entered automatically in the Ref ID field on the main screen.

Census Information Record

Usually the Census information is recorded in a Census Fact, but some users prefer to use a Residence Fact, or even both Facts, and this can be selected here.

Grid Column Separator

:?: Choices

The Census Grid columns can be automatically entered into the main screen Text field as a transcript of the Census. This section allows the column separator character(s) to be chosen. See the Edit Auto Text and Note tutorial for examples of using these options. The Other box allows {TAB} to be entered to represent a tab character.

There are pros and cons for each alternative, and the how to Tabulate Multiline Text in Records and Reports guide offers some workable solutions.

The Blank line after titles option allows a blank line to be inserted below the column headings.

The Quotes around elements option places inverted commas () around the data in each cell to make it compatible with the popular spreadsheet Comma Separated Value (CSV) format. In particular it hides the commas often found in the Where Born column to specify Place information.

Facts to Create

Some Census Grids have columns that could be recorded in Physical Description, Nationality, or Religion facts, and these options enable or disable such facts being created.

Generic Columns

Some Census Grid columns have the option to record their data in the Census Fact or Occupation Fact local Note field.

The options in this section allow the column Titles to be included in the Note field, allow notes to be separated by Newline or Comma, and whether to enclose the notes in double square brackets ([[ ]]) to make them Private.

Census Image Title Template

:?: Choices

This field defines one of the Title options available when you use Add Multimedia Image. It allows template keywords to be used, which are described in the tutorial Working With Templates.

It is advisable to choose a consistent naming convention for Multimedia that assists in locating records and images, both in the Multimedia Records window of Family Historian, and in the File Name details of Windows Explorer. The default settings are a good starting point and many users also add the Head of household {KEYPERSON.SN_GN.CAPS} after the {REF}.

Census Settings – Method 2

On the Census settings page, select Census Recording Method 2 (data in citations) and click the Settings button.

Tools > Options > Census settings – method 2

Census Method 2 Title Temple

This field defines the Title to be used on the rare occasions when a new Source Record needs to be created. It allows template keywords to be used, which are described in the tutorial Working With Templates.

Images

:?: Choices

If the Link images to entries option is ticked, then you can choose either to link them to Citations or to Facts, and whether to link to the Census entry alone, or to all entries.

In Family Historian V3 both these links are only visible in the Individual Property Box via the All tab.

From Family Historian V4 onwards the Facts multimedia links are visible in the Individual Property Box on the Facts tab, so Link to facts may be a more convenient option.

If you plan to have many image links, then Method 1 may be a better choice.

Source Text

:?: Choices

You can choose to place the main screen Text Census transcript in either in a single linked Note record or in each Citation’s local Text From Source field.

The linked Note record avoids duplicating the transcript, but is only visible in the Individual Property Box via the All tab, or by switching to the Note Records window.

The Citation local Text From Source field is very visible, but the transcript is duplicated in many Citation fields.

If you plan to have many transcripts, then Method 1 is a better choice.

Census Settings – Method 1

Return to the Census settings page, select Census Recording Method 1 (source per household) and click the Settings button.

Tools > Options > Census settings – method 1

Census Method 1 Title Temple

:?: Choices

This field defines the Title to be applied in creating the Source Record. It allows template keywords to be used, which are described in the tutorial Working With Templates.

It is advisable to choose a consistent naming convention for Source Records that assists in locating them in the Source Records window of Family Historian. The default settings are a good starting point, but many users prefer a template similar to the Census Image Title Template above.

When you use Add Multimedia Image there are useful options in the Image Viewer that allow the Multimedia Record and the Image Filename to all use the Source Record Title defined here.

Record Census Reference

You can choose to place the main screen census Ref ID field in the source Publication Information field &/or the citation Where within Source field.

Source Data

This option enables an obscure GEDCOM feature that allows an event type, date, and place to be attached to the Source Record.

In Family Historian it is only visible in the Individual/Source Property Box via the All tab.

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